V9 UpgradeInstitutional Readiness

GeorgiaFIRST TeamNovember 18, 201410:30am – 11:30am

Agenda• Introduction• 9.2 Application Upgrade Schedule• Upcoming Activities – Grants and Hyperion Demo• Training Approach and Timeline• Significant Application Changes• Workflow• Security• Pre-Upgrade Cleanup• Institutional Retrofits• Workstation Installer Question

Introduction• ITS Administrative Services New employees – Heather

Duren, Debora Exum, Robert Prescott, Dave Register,Natalie McCarley, Kristi Bradshaw(coming soon)

• Calling all additional resources:- More engagement with Institution resources- Including more resources from Administrative

Services Production Support Team

Upgrade Schedule

May 2014 July 2014 September 2014 November 2014 January 2015 March 2015

UserAcceptance

Testing2/2-2/20

Go Live3/31/2015

Scope DefinitionDetail Project Plan

Complete

System Testing1o/15/2014-1/16/2015

FunctionalSpecifications

Creation

CompleteApplication

Configuration10/24/2014

ProjectPlanning

Fit GapSessions

CAO/BIC/BPCApproval

DevelopmentRetrofits11/21/2014

Fit GapPreparation Complete

Training3/1-3/20

RegressionTesting

3/10-3/21

Institutional Retrofits12/2/2014-2/27/2015

UserAcceptance

Testing2/2-2/20

Tree andQuery Lock

1/5/2015

CodeFreeze

1/19/2015

Upcoming Activities• Grants and Hyperion Demonstration• Thursday December 11 at ITS in Athens

– Hyperion in the morning– Grants Suite in the afternoon

Upcoming Activities• Institutional Readiness Web Conferences

– December 16th 10:30 a.m.– January 20th 10:30 a.m.

Training Approach & Timeline• Two primary approaches

– Full module training for ePro and Expenses– Delta training for all other modules

• Two primary audiences– Super users and administrators– Trainers

Training Approach & Timeline• Delivery methods

– Pre-recorded videos– Live virtual training– Classroom instruction

• Timing – Short term (upgrade)– March 2015 - Training for all modules

Training Approach & Timeline• Timing – Long term

– Recent CAO meeting ongoing training wasprioritized very high

– April through May 2015 – ongoing evaluation andfeedback

– Long term training for modules

Significant Application Changes• AP Pay Cycles - BI Publisher Checks

– Ability to print comments on payment advice.– PDF check files will eliminate need for SwiftView.– Signatures:

• Signature cards will no longer be needed.• Institutions will be able to upload a signature image in

PeopleSoft to the server.– Check files will be available in Report Manager

instead of Process Monitor.

Significant Application Changes• AP Pay Cycles – ACH/EFT Notifications

– New step in pay cycle that will create emailnotification to payee.

– Payment advice will be attached to the email thatincludes the payment details (Invoice number,Invoice Date, Voucher ID, etc.).

Significant Application Changes• AP Pay Cycles – Positive Payment

– New BOR Positive Payment page (no more issues“No Pos Pay pay cycles available”).

– Will have the flexibility to run after each pay cycleor at the end of the day for all check payments.

– Will continue to have multiple formats available.• New format for Synovus will be added.

Significant Application Changes• Project Ledger Configuration

– Configuration changes will take advantage of newfunctionality in 9.2 that allows the project field tobe set as ‘Optional’ on the Budget Definition

– Institutions will be able to budget projects inAPPROP and ORG

APPROP PRMST_EXP

ORG PROJ_GRT

DETAIL

Anything with aproject_id, so bothprojects and grantsare tracked here

Expense - Current

Funds:1000010500106001090011xxx12xxx1300014000150001600050000

Commitment Control Ledger Configuration

APPROP PRMST_EXP

ORG PROJ_GRT

DETAIL

Add project_id asoptional field toAPPROP, ORG

Grants only

Expense - Proposed

Funds:1000010500106001090011xxx12xxx1300014000150001600050000

Commitment Control Ledger Configuration

Significant Application ChangesBudget Reference:• Plans underway to remove the BOR modification that

syncs the Budget_Ref field to Budget_Period.• Currently working on developing new monitoring

tools (workflow, alerts, etc.) to provide theinstitutions.

• A one hour WebEx is being scheduled to demo thisapplication change and the new monitoring tools.

Workflow Changes• New 9.2 Workflow:

– Accounts Payable Approval – 2 levels• Asset and Budget Reference

– Purchasing Approval – 3 levels• Asset, Budget Reference and Buyer

– Commitment Control Budget Journals• One Level of Approval for all Budget Journals• Alert for Budget Reference

Workflow Changes• Changes to currently used Workflow:

– ePro (2 new paths)• Amount – Total Requisition Amount• Budget Reference Approval

– Journal• One Level Approval for All Journals• Alert for Budget Reference

• ITS will send out Workflow documents this week.• Institutions need to select the levels they wish to

implement for each module and send to Shelia Sloanby Friday, December 5th.

Security Updates for 9.2• ITS is sending out (December 8, 2014):

– Updated Job Aids by Job Functions– Updated Security Request Form– A list of the 9.2 delivered roles so that the local security

administrator can begin mapping old roles to new orupdated roles.

• Continue regular security reviews and monitorterminated user access.

• UAT - local security administrators can makesecurity updates for their users– (add/delete roles, job function changes, etc.).

Pre-Upgrade Cleanup• ePro and Expenses

– For institutions using ePro and Expenses, we willlook at cutoff options like we use during FiscalYear-End to restrict entry after a certain date.

• Date TBD

Pre-Upgrade Cleanup• ePro/Purchasing

– Approve or close requisitions and Purchase Orders– GFM Purchase Orders dispatched– GFM eInvoices built into Vouchers and paid

Pre-Upgrade Cleanup• Assets

– Interface items cannot be in a Pending status.Must be run through transloader or placed in anOn Hold status.

– AM Cleanup instructions delivered to InstitutionalCoordinators on 11/12/2014.

• Deadline is 12/01/2014– Continue monitoring on a monthly basis.

Pre-Upgrade Cleanup• AP Vouchers:

– Vouchers should be matched and budget checked.– Vouchers should be posted.

• AP Pay Cycles/Payments:– All Pay cycles must be in a completed status.

• Including Positive Payment– Payments should be posted.

Pre-Upgrade Cleanup• Journal Generate

– All AP accounting entries (vouchers andpayments)

– All Expense module accounting entries• Journals

– Must be approved and fully processed

Pre-Upgrade Cleanup• General Ledger

– Journals must be approved and fully processed.

Pre-Upgrade Cleanup• Expense Module - Significant changes

– New Expense Types and configuration changes– We will need to treat this like fiscal year-end– All Expense Transactions will need to be fully

processed prior to upgrade beginning:• Travel Authorizations• Cash Advances• Expense Reports

Printing - Travel Authorizations, CashAdvances and Expense Reports

• Travel Authorizations and Cash Advances do not havedelivered BI Publisher reports.– There is a printable view that can be printed instead.– Online review and approval– Usage of attachment functionality

• Expense Reports will be available as a BI Publisherreport for printing.

We welcome your feedback on any of thesereports and processes.

Please notify Kate Smith kate.smith@usg.edu withany comments by Wednesday, November 26.

Institutional Retrofits• Database level access (PSQUEST)

– available in December for retrofitting of institutiondeveloped interfaces and reports.

• PeopleSoft Query access– available during UAT (February) for retrofitting of

institution developed PeopleSoft queries.

• Tools to be provided 1st week of December:• Cheat sheet of record changes.• Query Jumpstart Report.

Please Respond!• Do you use the ITS provided Workstation

Installer? If so, what for?

• Email Response by Friday, November 21st to:michael.casuccio@usg.edu or paige.born@usg.edu

• After the upgrade, a workstation install will onlybe necessary if you create custom nVisionreports.

Questions?

University System of GeorgiaInformation Technology Services